830889haulRiv.pdf

RIVANNA WATER & SEWER AUTHORITY

Charlottesville, Virginia

INVITATION FOR BID (IFB)

FOR

Pump and Haul Services for Water and Wastewater Treatment Facility Sludge

IFB# 442

June 11, 2026

IFB No. 442 – Pump and Haul Services for Water & Wastewater Treatment Plant Sludge June 11, 2026

Rivanna Water & Sewer Authority

INVITATION FOR BID (IFB)

Issue Date: June 11, 2026 IFB# 442

Title: Pump and Haul Services for Water and Wastewater Treatment Facility Sludge

Issuing Agency: Rivanna Water & Sewer Authority Attn: Miranda Baird

695 Moores Creek Lane Charlottesville, VA 22902

Location Where Work Will Be Performed: Charlottesville, Virginia (Albemarle County)

Period of Contract: From August 1, 2026 Through July 31, 2027

Renewable: Four (4) successive one (1) year terms upon mutual agreement

Pre-Bid Meeting: No Pre-Bid Meeting

Final Date to Submit Questions: July 6, 2026

Sealed Bids Will Be Received Until: Thursday, July 16, 2026, at 3:00 PM Local Prevailing Time

Direct All Inquiries for Information To:

TECHNICAL CONTACT PROCUREMENT CONTACT

Daniel G. Campbell Miranda Baird, VCA Director of Operations & Environmental Services Procurement Coordinator 695 Moores Creek Lane 695 Moores Creek Lane Charlottesville, VA 22902 Charlottesville, VA 22902

(434) 977-2970, ext. 154 (434) 977-2970, ext. 137 Email: dcampbell@rivanna.org Email: mbaird@rivanna.org

IF BIDS ARE MAILED, SEND DIRECTLY TO ISSUING AGENCY SHOWN ABOVE. IF BIDS ARE

HAND DELIVERED, DELIVER TO:

Rivanna Water & Sewer Authority Administration Office Attn: Miranda Baird 695 Moores Creek Lane Charlottesville, VA 22902

(434) 977-2970, ext. 137

Note: This public body does not discriminate against faith-based organizations in accordance with the Code of Virginia, § 2.2-4343.1 or against a bidder or offeror because of race, religion, color, sex, national origin, age, disability, or any other basis prohibited by state law relating to discrimination in employment.

INVITATION FOR BID TITLE PAGE

IFB# 442 ISSUE DATE: June 11, 2026 TITLE: Pump and Haul Services for Water and Wastewater Treatment Facility Sludge

In compliance with this Invitation for Bid and to all the conditions imposed herein, by signing below, Bidder:

1. Offers and agrees to furnish the goods/services in accordance with the attached signed bid;

2. Agrees that upon the Rivanna Water & Sewer Authority’s written acceptance of Bidder’s response to the Invitation to Bid, a valid and binding contract for services exists between Bidder and the Authority.

3. Agrees that the Contract Documents will consist of, and only of, the Invitation for Bid, the Rivanna Water & Sewer Authority

Standard Terms and Conditions, Supplemental/Special Terms and Conditions, General Purchase Order Provisions, and the Bidder’s response to the Invitation for Bid;

4. Certifies and warrants that the individual signing on Bidder’s behalf is authorized to bind the Bidder in any and all contractual matters relating to this Invitation for Bid;

5. Certifies and warrants that neither Bidder, nor the individual signing on Bidder’s behalf, has any business or personal relationships with any other persons, including Rivanna Water & Sewer Authority employees, or companies that are in conflict with the Commonwealth of Virginia’s Conflict of Interest Act, or the Authority Standard Terms and Conditions; and

6. Certifies and warrants that the Bidder is properly licensed for providing the goods/services specified in the Invitation for Bid and has the appropriate License or Certificate and classification(s) required to perform the work included in the scope of the bid documents, prior to submitting the bid, in accordance with Title 54.1, Chapter 11 of the Code of Virginia. If Bidder shall fail to obtain the required license prior to submission of his bid, he shall be deemed to be in violation of § 54.1-1115 of the Code of Virginia (1950), as amended, and his bid will not be considered.

Sign in ink and type or print requested information.

Legal Name and Address of Firm

Date:

By:

Signature

Name:

FEI/FIN/SSN:

Please Print

Fax Number: Title:

Email Address: Telephone Number:

Please provide the following if applicable to this IFB:

Virginia Contractor License#: SCC ID #:

Bidder shall ascertain prior to submitting a response that all Addenda issued have been received and shall acknowledge receipt and inclusion of all Addenda here:

Addendum #: Date Issued: Addendum #: Date Issued:

Addendum #: Date Issued: Addendum #: Date Issued:

Addendum #: Date Issued: Addendum #: Date Issued:

Information the Bidder deems Proprietary is included in this response in the separate section of the bid identified immediately below.

THIS TITLE PAGE MUST BE SUBMITTED AS PART OF YOUR BID

Table of Contents

I. GENERAL

A. Background

B. Purpose

C. Scope of Services

D. Document Amendments

E. Contacts

F. Bid Due Date

G. Site Inspections

II. BID REQUIREMENTS

A. Bidder Responsibilities

B. Response Time

C. Fee and Capacity Specifications

D. Estimated Requirements

E. Facility Service Locations and Requirements

F. Adherence to Specifications

G. Guarantees & Warranties

H. Insurance

I. Method of Selection

J. Contract Award

K. Period of Contract

L. Purchase Orders

M. Invoicing & Payments

III. INSTRUCTIONS TO BIDDERS

A. Bid Preparation

B. Bid Documents

C. Bid Submission

D. Late Bids

E. Submission of Erroneous Bid

F. Acceptance or Rejection of Bids

APPENDIX

Appendix A – Invitation for Bid Submittal Form

Appendix B – Rivanna Water & Sewer Authority General Terms and Conditions

Appendix C – General Purchase Order Provisions

Rivanna Water & Sewer Authority 1

I. GENERAL

A. Background

The Rivanna Water and Sewer Authority (“RWSA”, “Authority”) is a regional non-profit corporation and political subdivision of the Commonwealth chartered in 1972 under the Virginia Water and Sewer Authorities Act (1950, as amended). The RWSA owns and operates multiple water and wastewater treatment facilities and provides finished water distribution and wastewater collection services to two wholesale customers: the City of Charlottesville Public Utilities Division (the “City”) and the Albemarle County Service Authority (the “ACSA”). The City and ACSA own and operate numerous smaller water and sewer mains and provide all retail services within the RWSA service area. The City subsequently provides wholesale service to the University of Virginia.

The RWSA operates under the terms of a Service Agreement (a.k.a. The Four-Party Agreement) executed June 12, 1973, by the City of Charlottesville, Albemarle County, the Albemarle County Service Authority and the RWSA. A seven-member Board of Directors governs RWSA. The RWSA Board appoints an Executive Director who manages the RWSA operations under its direction. Pertinent financial data may be found on the RWSA’s website: www.rivannawater.org.

The RWSA operates and maintains five water supply reservoirs, six water treatment plants, four wastewater treatment plants, 14 pump stations, 10 dam facilities, and multiple administrative and support facilities.

B. Purpose

The Rivanna Water & Sewer Authority (Authority) wishes to receive bids from responsive and responsible Bidders/Contractors to provide pump and haul services for the removal of sludge from its water and wastewater treatment facilities located in Albemarle County, Virginia. All sludges will be transported to the Moores Creek Wastewater Treatment Facility located in Charlottesville, Virginia. The selected Contractor shall furnish all labor and equipment required to perform the services described in this solicitation.

The Authority intends to issue an award to the lowest responsive and responsible bidder for pump and haul services by blanket purchase order. The blanket purchase order/contract shall cover a required 12-month period beginning August 1, 2026 – July 31, 2027, with the option to renew for an additional 12-month period, up to four (4) times, for a total contract period of five (5) years.

C. Scope of Services

The successful Bidder will be responsible for furnishing all labor, supervision, equipment, and incidentals necessary to provide for the pumping and hauling of sludge from the Authority’s water and wastewater treatment facilities to the Moores Creek Wastewater Treatment Plant located in Charlottesville, Virginia.

The frequency of pump and haul services requested in this IFB are determined by facility requirements and at times may necessitate unscheduled service after hours due to emergencies.

Respondents to this IFB must meet the Bid Requirements stated herein, Section II.

D. Document Amendments

Bidders are reminded that changes to the IFB, in the form of addenda, are often issued between the issue date and within 5 days of the due date of the solicitation. All addenda must be acknowledged on Page ii

Rivanna Water & Sewer Authority 2

“Invitation for Bid Title Page”. Notice of addenda will be posted on eVA (https://eva.virginia.gov). It is the Bidder’s responsibility to monitor eVA for the most current addenda.

No officer, agent, or employee of the Authority is authorized to amend any provision contained in this IFB, including the specifications, unless such amendment is issued as an Addendum and sent to all Bidders.

E. Contacts

Technical questions and requests for additional information regarding this solicitation or procurement related questions shall be directed to the Authority representatives listed on Page i “INVITATION FOR BID” of this solicitation. All questions must be received by the date and time indicated on Page i of this solicitation.

F. Bid Due Date

Invitation for Bids will be received until the date and time specified on Page i “INVITATION FOR BID” for furnishing the goods and/or services described herein.

G. Site Inspections

Interested Bidders are recommended, but not required, to inspect the facilities listed in Section II BID REQUIREMENTS. The site inspection will allow the Bidder to assess the service location, space, turning radius, and capacity of the facility. All inspections are to be scheduled Monday through Friday between the hours of 8:00 am and 3:00 pm EST on or before July 8, 2026. If the successful Bidder chooses not to perform a site inspection prior to preparing and submitting the bid price (Appendix A – Bid Submittal Form), the bid price assumes that the successful Bidder will provide all necessary equipment and preparations to perform the services required in this IFB.

1. Site visits for: Red Hill WTP, Scottsville WTP, South Rivanna WTP

Contact: Brad Puffenbarger, Water Manager Telephone: (434) 906-0761 Email: bpuffenbarger@rivanna.org

2. Site visits for: Glenmore WWTP, Moores Creek WWTP, Scottsville WWTP, Stone Robinson Elementary School

Contact: Brian Haney, Wastewater Manager Telephone: (434) 906-0768 Email: bhaney@rivanna.org

--- END OF SECTION ---

mailto:bpuffenbarger@rivanna.org mailto:bhaney@rivanna.org

IFB No. 442 – Pump and Haul Services for Water and Wastewater Treatment Facility Sludge Issue Date: 4/6/2026

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II. BID REQUIREMENTS

A. Bidder Responsibilities

1. The Contractor must comply with all necessary local, state, and federal rules and regulations, licensing requirements, and insurance requirements contained herein, to include a valid permit and license to operate a sewage hauler operation issued by the Commonwealth of Virginia Department of Health.

2. Vehicles used by the Contractor, its employees and subcontractors in the transportation of sludge must be operated by drivers who hold a valid Class A Commercial Driver’s License (CDL) with all appropriate endorsements.

3. All vehicles transporting sludges from facilities mentioned in Item E below shall not exceed the maximum allowable load limits (pounds) of any road or bridge being used.

4. The Contractor must provide a tank truck with a capacity of no less than 4,000 gallons unless requested or authorized by the Authority for use of a smaller sized tank truck.

5. The Contractor is responsible for providing all equipment necessary to pump sludge from the facility to the transport truck. This includes 20 feet of suction hose for wastewater treatment facilities and 40 feet of suction hose for water treatment facilities.

6. The Contractor should never connect to or being pumping sludge without prior consent or approval from Authority personnel.

7. The Contractor should only haul full loads of sludge, trucks loaded to their maximum tank capacity, whenever possible.

8. When hauling sludge, the Contractor must arrive at the service location with an empty tank truck. The Contractor may not combine waste from multiple locations. This includes sludge from other Authority facilities and waste from non-Authority facilities.

9. All sludge should be hauled to the MCWWTP the same day it is pumped from the facility requesting service.

10. All sludge pumped from the requested facility will be transported to the Moores Creek Wastewater Treatment Plant (MCWWTP) located at 695 Moores Creek Lane, Charlottesville, Virginia, 22902, where it will be discharged or unloaded into the Northside Duty Station receiving pit, unless otherwise directed.

11. All hauled sludge should be disposed of between the hours of 7:30 am and 4:30 pm, Monday

– Friday on non-holidays with the exception of the occasional after hours and/or emergency situations.

12. When transporting and disposing of Authority sludge, the Contractor will not be charged/billed for waste disposal.

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13. The protection of Authority equipment, fences, gates, and other Authority property is of prime importance, and if the same is damaged, destroyed or removed, they shall be repaired, replaced, or paid for by the Contractor.

14. The Contractor, or any employee of the contractor, is encouraged to perform a visual inspection once pumping is complete to ensure all values are closed and equipment secured prior to exiting the facility.

Should mishaps occur for any reason during loading or unloaded on Authority Property, the Contractor shall be responsible for:

a) Immediately notifying Authority personnel

b) Cleaning up any such sludge or spill to the satisfaction of the Authority

c) Rectifying operational procedures to prevent future spills or discharge

d) All damages, fines, cleanup expenses, and all costs associated with the spill or discharge of waste.

15. The Contractor shall exercise care to avoid damage to land, roads, fences, gates, signs, or equipment that may arise during the transportation of sludge. The repair and/or replacement of property damaged by the contractor shall be the sole responsibility of the contractor.

16. The transportation of sludge by the contractor shall be done in vehicles or equipment that will contain the material in a manner to avoid the possibility of dripping, spilling, scattering, and leaking of material on roadways.

Should mishaps occur for any reason during transportation of sludge from the facility to MCWWTP, the Contractor shall be responsible for:

a) Clean up of spill

b) Immediately notifying Authority and any necessary local, state or federal agencies.

c) Mitigating any impact or damage that the spill causes

d) All damages, fines, cleanup expenses, and all costs associated with the spill or discharge of waste.

17. If the Contractor is unable to meet the scheduled transportation date and/or time, it is the Contractor's responsibility to notify the appropriate Authority Manager within 12 hours of discovery. In addition, the Purchasing Agent shall have the right to procure the services elsewhere, in which case the extra cost associated with procuring the service above the contract price shall be billed to the Contractor or be deducted from any payments due (or to become due) to the Contractor. Where conditions of urgency or emergency exist and the contractor cannot meet the required deadline, the Authority reserves the right to secure services through another service provider.

18. The Contractor shall provide the Authority with necessary contact information to be used when scheduling normal and after-hours pump and haul to include contact name, phone number and email address.

IFB No. 442 – Pump and Haul Services for Water and Wastewater Treatment Facility Sludge Issue Date: 4/6/2026

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19. The Authority intends to award this solicitation to the lowest responsive and responsible bidder for the items listed on the Invitation for Bid Submittal Form (Appendix A – Bid Submittal Form) which meet the specifications and provide the value and quality desired by the Authority at the sole discretion and best interest of the Authority.

20. By mutual agreement on scope, term, and price, the Contractor may provide additional transportation-related services when circumstances arise where the Authority needs such added services.

B. Response Time

The Wastewater and Water Department Managers, or their designee, will initiate sludge hauling requests.

The scheduling of service requests will be made (3) three to (5) five business days prior to the date of service, allowing the Bidder sufficient time to schedule and confirm date and time of service.

Unscheduled afterhours and emergency related service requests require the Bidder to arrive at the designated facility within (3) three hours from the time of the request.

C. Fee and Capacity Specifications

The Bidder must submit a bid price per truck load of sludge pumped and hauled using the Invitation for Bid Submittal Form (Appendix A). The Bidder must provide a list of all trucks to be used in the hauling operation that meet the minimum capacity requirement of 4,000 gallons and include the type of truck as well as maximum capacity.

D. Estimated Requirements

The frequency of service by location is detailed in item E below and are good faith projections of requirements and are given for the information of Bidders and for the purpose of bid evaluation. The Authority does not guarantee a defined number of service requests. Actual service needs will depend upon requirements that develop during the contract period.

E. Facility Service Locations and Requirements

Sludge removed from the service locations listed below will be transported to the Moores Creek Wastewater Treatment Plant (MCWWTP) located at 695 Moores Creek Lane, Charlottesville, Virginia, 22902.

1. Glenmore Wastewater Treatment Plant (GWWTP)

• Service Address: 3395 Carroll Creek Road, Keswick Virginia, 22947

• Estimated Frequency: 1 to 2 times per week

• Tank Truck Minimum Capacity Requirements: Tank truck capacity of no less than

4,000 gallons

• Hauling Distance: 10 miles

• Service Hours: All work must be scheduled between 7:30 AM - 12:00 PM

2. Red Hill Water Treatment Plant (RHWTP)

• Service Address: 2885 Monacan Trail Road, North Garden, VA 22959

• Estimated Frequency: 1 to 2 times per month

IFB No. 442 – Pump and Haul Services for Water and Wastewater Treatment Facility Sludge Issue Date: 4/6/2026

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• Tank Truck Minimum Capacity Requirements: Tank truck capacity of no less than 4,000 gallons

• Hauling Distance: 12 miles

• Service Hours: All work must be scheduled between 8:30 AM - 3:00 PM

3. Scottsville Wastewater Treatment Plant (SCWWTP)

• Service Address: 100 Page Street, Scottsville, Virginia, 24590

• Estimated Frequency: 1 time per week

• Truck Requirements: Tank truck with the capacity of no less than 4,000 gallons

• Hauling Distance: 20 miles

• Service Hours: All work must be scheduled between 7:30 AM - 12:00 PM

4. Scottsville Water Treatment Plant (SCWTP)

• Service Address: 663 James River Road, Scottsville, Virginia, 24590

• Estimated Frequency: Approximately every six (6) months (6-10 loads per six-month period)

• Truck Requirements: Tank truck with the capacity of no less than 4,000 gallons

• Hauling Distance: 20 miles

• Service Hours: All work must be scheduled between 7:30 AM - 12:00 PM

5. South Rivanna Water Treatment Plant (SRWTP)

• Service Address: 2385 Woodburn Road, Charlottesville, Virginia, 22901

• Estimated Frequency: 1 time per week

• Truck Requirements: Tank truck with the capacity of no less than 4,000 gallons

• Hauling Distance: 8 miles

• Service Hours: All work must be scheduled between 7:30 AM - 3:00 PM

6. Stone Robinson Elementary School (as needed services)

• Service Address: 958 N. Milton Road, Charlottesville, Virginia 22911

• Services for this location will be quoted on a case-by-case basis

7. Moores Creek Wastewater Treatment Plant (MCWWTP) (as needed services)

• Service Address: 695 Moores Creek Lane, Charlottesville, Virginia, 22902

• Services for this location will be quoted on a case-by-case basis

8. Other Facility Services

From time to time, the Authority will require services such as pumping out a lagoon, chemical tank clean out, vacuum truck services, etc. These services will be requested and quoted on a case-by-case basis.

F. Adherence to Specifications

Services offered must conform to all aspects of this solicitation. Any and all deviations shall be stated on the bid. Unless stated by the bidder, the Authority shall assume that all requirements have been met and shall hold the bidder to each and every part of the specifications.

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G. Guarantees & Warranties

Goods and/or services provided shall be guaranteed by the successful Bidder to be performed in a timely manner and have no negative impact on Authority operations. If goods and/or services are found to consistently not meet the expectations of the Authority or service is of such low quality, the Authority will have the right to cancel any awarded purchase order or contract.

H. Insurance

Before commencing work, the Contractor shall procure and maintain at its own expense, minimum insurance in forms and with insurance. All insurance policies must be from an insurer(s) who is authorized to conduct business within the Commonwealth of Virginia.

The Contractor shall provide the Authority with copies of certificates of insurance coverage. Included with the certificate of insurance shall be an endorsement from the insurer that certifies that the Contractor has a policy in effect. The endorsement shall include the policy number for this requirement. Insurance certificates and endorsements shall stipulate that the Authority must be notified at least 30 days prior to any impending change or cancellation of the insurance policies.

See Appendix B General Terms and Conditions item W “Insurance Coverage” for coverage types and limits.

I. Method of Selection

After sealed bids have been opened, the Authority shall prepare a list of those Contractors who have submitted bids and met the qualifications listed in this offering. Award shall be given based on the lowest responsive and responsible bidder. In case of arithmetic errors, the unit price will govern. The Authority may cancel this IFB in whole or in part or reject any or all bids at any time prior to award. Should the Authority determine that a Bidder is not qualified; the Bidder shall be notified in writing of that determination and the reason. The award document will be a blanket purchase order incorporating by reference all requirements, terms, and conditions of the solicitation of this offer.

The Authority will evaluate bids using the following hypothetical scenario to determine the overall lowest responsive and responsible bidder.

(Bidder is not responsible for completing this section; please use Appendix A – Bid Submittal Form for submitting costs).

Sludge Hauling Bid Price Per Load

Item Facility Est. Weekly Frequency Price Per Load BID AMOUNT a Glenmore WWTP 2 x $ = $ b Scottsville WWTP 1 x $ = $ c Scottsville WTP 1 x $ = $ d South Rivanna WTP 1 x $ = $ Sum Bid Amount Column

Item a + Item b + Item c + Item d = TOTAL COMBINED BID $

The Authority reserves the right to evaluate any sources of information available.

IFB No. 442 – Pump and Haul Services for Water and Wastewater Treatment Facility Sludge Issue Date: 4/6/2026

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J. Contract Award

The Authority Purchasing Agent intends to award the bid to the lowest responsive and responsible Bidder for Pump and Haul Services for Water and Wastewater Treatment Facility Sludge. Bidder must include all other costs including fuel surcharges that might be imposed; however, the Authority expects all such costs to be included in the unit price bid.

K. Period of Contract

The Authority intends to issue an award to the lowest responsive and responsible Bidder for Pump and Haul Services for Water and Wastewater Treatment Facility Sludge services by Blanket Purchase Order. The Blanket Purchase Order/contract shall cover a required 124-month period beginning August 1, 2026 – July 31, 2027, with the option to renew for an additional 12-month period, up to four (4) times, for a total contract period of five (5) years.

L. Purchase Orders

A Blanket Purchase Order covering the contract year for each of the items listed in this bid will be issued shortly after contract award.

Terms of the Blanket Purchase Order will be consistent with the terms of the bid documents and will constitute a contract between the Authority and the successful Supplier.

M. Invoicing & Payments

To ensure prompt payment, the Contractor must submit all invoices by email to acctspayable@rivanna.org.

While email is preferred, the Authority Accounts Payable Department will accept invoices received by mail and fax. Invoices sent to department managers or representatives of the Authority other than the Accounts Payable Department may result in late payments for which the Authority will not be liable.

Invoices must include the Authority’s Purchase Order/Contract number and the Supplier’s FEIN.

Services are to be invoiced exactly as specified by the issued Blanket Purchase Order. Invoices that do not correspond with the issued Blanket Purchase Order will be returned and a corrected invoice will be requested. Failure to properly invoice Product deliveries may result in late payments for which the Authority will not be liable.

All payments will be Net 30 from the date of receipt of a valid invoice at the Authority’s Accounts Payable Department. Payment terms requiring payment in less than 30 days will be regarded as requiring payment 30 days after invoice or delivery, whichever occurs last. This shall not affect offers of discounts for payment in less than 30 days, however.

The Authority is exempt from Federal Excise Taxes and Virginia State Sales and Use Taxes. The Authority's tax identification number is 54-0934608.

IFB No. 442 – Pump and Haul Services for Water and Wastewater Treatment Facility Sludge Issue Date: 4/6/2026

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III. INSTRUCTIONS TO BIDDERS

A. Bid Preparation

1. Bidders may submit any questions or requests for additional information regarding this IFB in written format by the date indicated on Page 1 “Invitation for Bid (IFB)” for “Final Date to Submit Questions.” All questions shall be directed to the Technical or Procurement Contact listed on Page 1 “Invitation for Bid (IFB).” A formal clarification will be sent out in writing no later than five (5) working days prior to the date and time set for receipt of bids. Formal clarification will be published on the Commonwealth of Virginia’s e-Procurement website eVA (https://eva.virginia.gov).

2. Bidders are reminded that changes to the IFB, in the form of addenda, are often issued between the issue date and within 5 days of the due date of the solicitation. All addenda must be acknowledged on the Invitation for Bid Title Page. Notice of addenda will be posted on eVA (https://eva.virginia.gov). It is the Bidder’s responsibility to monitor eVA for the most current addenda.

3. The Bidder must submit a bid, which demonstrates and provides evidence that the Bidder has the capabilities, professional expertise, and experience to provide the necessary services and/or goods described in this IFB. The Bidder shall ensure that all information required herein is submitted with the bid. All information provided should be verifiable by documentation requested by the Authority. Failure to provide all information, inaccuracy or misstatement may be sufficient cause for rejection of the bid or rescission of an award.

4. Bids shall be signed by the authorized representative of the Bidder.

5. Bids should be prepared simply and economically, providing straightforward, concise, detailed description of capabilities to satisfy the requirements of the IFB.

6. All expenses for making Bids to the Authority shall be incurred by the Bidder.

7. Bidder must be authorized to transact business in the Commonwealth of Virginia as a domestic or foreign business entity as required by the State Corporation Commission, if such is required by law. Such status shall be maintained during the term of the contract. A contract entered into by a business in violation of the requirements is voidable at the option of the public body.

B. Bid Documents

The following documents must be received in our office via hard copy no later than the closing date and time stated on Page 1 “Invitation for Bid (IFB).”

1. Signed original of the completed Invitation for Bid Title Page. It is the bidders' responsibility to acknowledge all issued addenda on this page.

2. Completed Appendix A – Bid Submittal Form

3. Signed Appendix B – Rivanna Water & Sewer Authority General Terms and Conditions.

https://eva.virginia.gov/

IFB No. 442 – Pump and Haul Services for Water and Wastewater Treatment Facility Sludge Issue Date: 4/6/2026

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4. A copy of any applicable Federal, State, or Local license required to legally perform the services specified in this IFB shall be attached to the bid.

5. A certificate of insurance for all required coverages endorsing the Rivanna Water & Sewer Authority to the insurance policy as an additional insured.

C. Bid Submission

This solicitation will close at the date and time specified on Page 1 “INVITATION FOR BID

(IFB).”

1. If submitting electronically through eVA, one (1) electronic document in searchable PDF format of the entire bid as one document, INCLUDING ALL ATTACHMENTS must be uploaded through the eVA online submission portal.

a) Contact eVA Customer Care for instructions and/or assistance in registering to become a vendor, login, and/or how to upload documents. eVA Customer Care: Hours, 8:00 AM to 4:45 PM, Monday through Friday, Phone Toll Free 866-289-7367, email eVACustomerCare@DGS.virginia.gov.

b) eVA will not allow a Bidder to upload documents after the deadline set for receipt of bids. Any submission partially uploaded at the date and time set for receipt of bids will be considered incomplete and will not be accepted.

c) The Authority is not responsible for any loss or delay with respect to the submission of bids.

d) Should the bid contain proprietary information, provide one (1) redacted electronic copy of the bid and attachments with proprietary portions removed or blacked out. This redacted copy should follow the same upload procedures as described above in this section. This redacted copy should be clearly marked “Redacted Copy” within the name of the document. The classification of an entire bid document, line-item prices and/or total bid prices as proprietary or trade secrets is not acceptable. The Authority shall not be responsible for the Bidder’s failure to exclude proprietary information from this redacted copy.

2. If submitting a paper bid, the Bidder shall submit all required bid documents referenced in Item B of this section. All required documents shall be placed in an opaque envelope and sealed. Any notation or notations on the exterior of the envelope purporting to alter, amend, modify, or revise the bid contained within the envelope shall be of no effect and shall be disregarded.

a) The IFB number and closing date must be clearly marked on the outside of the envelope. Each sealed envelope containing a Bid must be plainly marked on the outside as follows:

mailto:eVACustomerCare@DGS.virginia.gov

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(1) IFB Title

(2) IFB#

(3) Name of the Bidder

(4) Address of the Bidder

(5) Due Date and Time

Should any Bid be received which is not so identified, the Bidder assumes the risk that the submission will be opened prior to the Bid Opening. Bids so opened shall be disqualified.

b) Sealed bids shall be delivered to the Authority by one of the delivery methods below. Bids received by the Authority after the due date and time set for bids will not be considered.

Mail to: (US Mail) or Hand Deliver to: (FEDEX, UPS, etc.)

Rivanna Water & Sewer Authority Rivanna Water & Sewer Authority Attn: Miranda Baird Attn: Miranda Baird 695 Moores Creek Lane 695 Moores Creek Lane Charlottesville, VA 22902 Charlottesville, VA 22902

(434) 977-2970 (434) 977-2970

D. Late Bids

It is the responsibility of the bidder to ensure that the Authority receives the bid by the bid due date and time. No bids will be accepted after the bid due date and time. Late bids will be unopened, stored for 60 days by the Authority and then disposed of or returned at the bidder’s expense.

E. Submission of Erroneous Bid

Bidders are cautioned to recheck their bid for errors. Errors discovered after public opening cannot be corrected and Bidders may be required to accept award if offered or bid may be rejected. Requests to withdraw bids will be handled as prescribed by the Authority's Purchasing Manual and the Virginia Public Procurement Act (VPPA), as amended. Should a bidder discover that they have submitted an erroneous bid, prior to bid opening time, bidder may submit a second bid provided it clearly notes that it supersedes the first submission and the bidder has labeled the envelope "IFB No. 443 Corrected Submission, Superseding All Previous Submissions". Such corrected submission must be completed in all detail. Any previous submission is then removed from consideration.

F. Acceptance or Rejection of Bids

Bids, to be acceptable, must be complete in all detail, complying with all terms and conditions, with all computations complete, and showing extension totals, item totals, and overall total. Modification or correction to the bid are not acceptable after bids are opened. The Authority reserves the right to waive informalities in bids, to reject any or all bids after all have been examined or to accept the bids which it deems most favorable to the interests of the Authority in accordance with the VPPA.

IFB No. 442 – Pump and Haul Services for Water and Wastewater Treatment Facility Sludge Issue Date: 4/6/2026

Rivanna Water & Sewer Authority 12

APPENDIX

Appendix A – Invitation for Bid Submittal Form

Appendix B – Rivanna Water & Sewer Authority General Terms and Conditions

Appendix C – General Purchase Order Provisions

APPENDIX A

INVITATION FOR BID SUBMITTAL FORM

Rivanna Water & Sewer Authority 1

Issue date: June 11, 2026

IFB No. 442

Pump and Haul Services for Water and Wastewater Treatment Facility Sludge

IFB Due Date: July 16, 2026; 3:00 PM EST

BUSINESS/FIRM INFORMATION

BUSINESS NAME

ADDRESS

CITY STATE ZIP CODE

TELEPHONE No. FAX No.

EMAIL ADDRESS

BUSINESS LICENSE No. TAX IDENTIFICATION No.

In compliance with this Invitation for Bid and to all the conditions imposed on the reverse, the Undersigned offers and agrees to furnish goods and/or services herein.

By my signature on this solicitation, I certify that this firm/individual is properly licensed for providing the goods and/or services specified.

Name (Please sign) Date

Name (Please print) Title

APPENDIX A

Rivanna Water & Sewer Authority 2

Issue date: June 11, 2026

IFB No. 442

Pump and Haul Services for Water and Wastewater Treatment Facility Sludge

IFB Due Date: July 16, 2026; 3:00 PM EST

Check if Included with Bid:

Signed Invitation for Bid Title Page

Signed RWSA General Terms & Conditions (Appendix B)

Copy of license

Certificate of Insurance

Instructions: Provide the price per load for each facility listed below. The Authority intends to award a contract to the Bidder with the lowest Total Combined Bid.

Sludge Hauling Bid Price Per Load

Item Facility Est. Weekly Frequency Price Per Load BID AMOUNT

1 Glenmore WWTP 2 x $ = $

2 Red Hill WTP 1 x $ $

3 Scottsville WWTP 1 x $ = $

4 Scottsville WTP 1 x $ = $

5 South Rivanna WTP 1 x $ = $

Sum Bid Amount column to calculate TOTAL COMBINED BID.

(Item 1 + Item 2 + Item 3 + Item 4 + Item 5 = TOTAL COMBINED BID)

TOTAL COMBINED BID = $

General Terms and Conditions for Goods & Nonprofessional Services_Apr2026

APPENDIX B

RIVANNA WATER & SEWER AUTHORITY

GENERAL TERMS AND CONDITIONS

GOODS AND NON-PROFESSIONAL SERVICES

Table of Contents

A. APPLICABLE LAWS & COURTS

B. ANTI-DISCRIMINATION

C. ANTI-DISCRIMINATION OF FAITH-BASED ORGANIZATIONS

D. ETHICS IN PUBLIC CONTRACTING

E. IMMIGRATION REFORM AND CONTROL ACT OF 1986

F. DRUG-FREE WORKPLACE

G. NONDISCRIMINATION OF CONTRACTORS

H. FORCED OR INDENTURED CHILD LABOR

I. DEBARMENT STATUS

J. ANTITRUST

K. PRECEDENCE OF TERMS

L. COSTS OF BID PREPARATION

M. BID PRICE CURRENCY

N. HEADINGS

O. CLARIFICATION OF TERMS

P. ADDENDA

Q. INCLEMENT WEATHER/CLOSURE OF AUTHORITY OFFICES

R. USE OF BRAND NAMES

S. SUBMISSION OF PROPRIETARY INFORMATION

T. DESIGNATED PERSONNEL

U. FREIGHT, TRANSPORTATION, AND PACKAGING

V. TAXES

W. INSURANCE COVERAGE

X. MANDATORY USE OF AUTHORITY FORMS AND TERMS AND CONDITIONS FOR IFBs AND RFPs

Y. CONTRACTOR’S FORMS/BOILERPLATE CONTRACTS

Z. OWNERSHIP OF DOCUMENTS

AA. QUALIFICATIONS OF BIDDERS

BB. AUTHORIZATION TO CONDUCT BUSINESS IN THE COMMONWEALTH

CC. TESTING AND INSPECTION

General Terms and Conditions for Goods & Nonprofessional Services_Apr2026

DD. AVAILABILITY OF FUNDS

EE. OBLIGATION OF BIDDER

FF. BID ACCEPTANCE PERIOD

GG. NEGOTIATION WITH THE LOWEST BIDDER

HH. ANNOUNCEMENT OF AWARD

II. ASSIGNMENT OF CONTRACT

JJ. CHANGES TO THE CONTRACT

KK. CONTRACT EXTENSIONS

LL. LOSS OR DAMAGE IN TRANSIT

MM. CONTRACTUAL CLAIMS

NN. DEFAULT

OO. INDEMNIFICATION

PP. CANCELLATION & TERMINATION OF CONTRACT

QQ. OSHA STANDARDS

RR. WARRANTIES

SS. PAYMENT

General Terms and Conditions for Goods & Nonprofessional Services_Apr2026 Page 3 of 4

APPENDIX A

GENERAL TERMS AND CONDITIONS

For Goods and Nonprofessional Services

A. APPLICABLE LAWS & COURTS

This procurement transaction, and any resulting contract, shall in all aspects be governed by the laws of the Commonwealth of Virginia, notwithstanding its conflicts of law provisions. Any litigation with respect hereto shall be brought in the Circuit Court or General District Court of Albemarle County/Charlottesville, Virginia.

B. ANTI-DISCRIMINATION

By submitting their bid, bidder certify to the Authority that they will conform to the provisions of the Federal Civil Rights Act of 1964, as amended, as well as the Virginia Fair Employment Contracting Act of 1975, as amended, where applicable, the Virginians With Disabilities Act, the Americans With Disabilities Act and § 2.2-4311 of the Virginia Public Procurement Act (VPPA). If the award is made to a faith-based organization, the organization shall not discriminate against any recipient of goods, services, or disbursements made pursuant to the contract on the basis of the recipient’s religion, religious belief, refusal to participate in a religious practice, or on the basis of race, age, color, gender sexual orientation, gender identity, or national origin and shall be subject to the same rules as other organizations that contract with public bodies to account for the use of the funds provided; however, if the faith-based organization segregates public funds into separate accounts, only the accounts and programs funded with public funds shall be subject to audit by the public body.

(Code of Virginia, § 2.2-4343.1E).

In every contract over $10,000 the provisions in 1. and 2. below apply:

1. During the performance of the contract, the contractor agrees as follows:

a. The contractor will not discriminate against any employee or applicant for employment because of race, religion, color, sex, sexual orientation, gender identity, national origin, age, disability, veteran status, status as military family, or any other basis prohibited by state law relating to discrimination in employment, except where there is a bona fide occupational qualification reasonably necessary to the normal operation of the contractor. The contractor agrees to post in conspicuous places, available to employees and applicants for employment, notices setting forth the provisions of this nondiscrimination clause.

b. The contractor, in all solicitations or advertisements for employees placed by or on behalf of the contractor, will state that such contractor is an equal opportunity employer.

c. Notices, advertisements and solicitations placed in accordance with federal law, rule or regulation shall be deemed sufficient for the purpose of meeting the requirements of this section.

d. The requirements of these provisions 1. and 2. are a material part of the contract. If the contractor violates one of these provisions, the Authority may terminate the affected part of this contract for breach, or at its option, the whole contract. Violation of one of these provisions may also result in debarment from Authority contracting regardless of whether the specific contract is terminated.

2. The contractor will include in the provisions of No. 1 above in every subcontract or purchase order over $10,000, so that the provision will be binding upon each subcontractor or vendor.

C. ANTI-DISCRIMINATION OF FAITH-BASED ORGANIZATIONS

The Authority does not discriminate against faith-based organizations.

General Terms and Conditions for Goods & Nonprofessional Services_Apr2026 Page 4 of 5

D. ETHICS IN PUBLIC CONTRACTING

By submitting their bid the bidder certifies that their bid is made without collusion or fraud and that they have not offered or received any kickbacks or inducements from any other bidder, supplier, manufacturer or subcontractor in connection with their bid, and that they have not conferred on any public employee having official responsibility for this procurement transaction, any payment, loan, subscription, advance, deposit of money, services or anything of more than nominal value, present or promised, unless consideration of substantially equal or greater value was exchanged. (Code of Virginia § 2.2- 4367).

E. IMMIGRATION REFORM AND CONTROL ACT OF 1986

By entering into a written contract with the Authority, the contractor certifies that the contractor does not, and shall not during the performance of the contract for goods and services in the Commonwealth of Virginia, knowingly employ an unauthorized alien as defined in the federal Immigration Reform and Control Act of 1986.

F. DRUG-FREE WORKPLACE

Applicable for all contracts over $10,000:

During the performance of this contract, the contractor agrees to (i) provide a drug-free workplace for the contractor’s employees; (ii) to post in conspicuous places, available to employees and applicants for employment, a statement notifying employees that the unlawful manufacture, sale, distribution, dispensation, possession, or use of a controlled substance or marijuana is prohibited in the contractor’s workplace and specifying the actions that will be taken against employees for violations of such prohibition; and (iii) state in all solicitations or advertisements for employees placed by or on behalf of the contractor that the contractor maintains a drug-free workplace.

For the purposes of this paragraph, “drug-free workplace” means a site for the performance of work done in connection with the contract awarded to a contractor in accordance with this procurement transaction, where the contractor’s employees are prohibited from engaging in the unlawful manufacture, sale, distribution, dispensation, possession or use of any controlled substance or marijuana during the performance of the contract.

G. NONDISCRIMINATION OF CONTRACTORS

A bidder or contractor shall not be discriminated against in the solicitation or award of this contract because of race, color, religion, national origin, sex, pregnancy, childbirth or related medical conditions, age, marital status, sexual orientation, gender identity, status as a veteran, or disability, or any other basis prohibited by state law relating to discrimination in employment or because the bidder employs ex-offenders unless the Authority has made a written determination that employing ex-offenders on the specific contract is not in its best interest. If the award of this contract is made to a faith-based organization and an individual, who applies for or receives goods, services, or disbursements provided pursuant to this contract objects to the religious character of the faith-based organization from which the individual receives or would receive the goods, services, or disbursements, the public body shall offer the individual, within a reasonable period of time after the date of his objection, access to equivalent goods, services, or disbursements from an alternative provider.

H. FORCED OR INDENTURED CHILD LABOR

Applicable in all solicitations and contracts over $10,000:

During the performance of this contract the use of forced or indentured child labor is prohibited. Any prime contractor shall include such prohibition in every subcontract that exceeds $10,000 and shall be binding upon each subcontractor or vendor.

For the purposes of this section, “forced or indentured child labor” means all work or service exacted from any person younger than 18 years of age under the menace of any penalty for the nonperformance of such work or service and for such person does not offer himself voluntarily or performed by any person younger than 18 years of age pursuant to a contract the enforcement of which can be accomplished by process or penalties.

General Terms and Conditions for Goods & Nonprofessional Services_Apr2026 Page 5 of 6

I. DEBARMENT STATUS

By submitting their bid, bidder certify that they are not currently debarred by the federal government, the Commonwealth of Virginia, or any local government or public authority, from submitting bids on contracts for the type of goods and/or services covered by this solicitation, nor are they an agent of any person or entity that is currently so debarred.

J. ANTITRUST

By entering into a contract, a contractor conveys, sells, assigns, and transfers to the Rivanna Water and Sewer Authority all rights, title and interest in and to all causes of action it may now have or hereafter acquire under the antitrust laws of the United States and the Commonwealth of Virginia, relating to the particular goods or services purchased or acquired by the Rivanna Water and Sewer Authority under said contract.

K. PRECEDENCE OF TERMS

The following General Terms and Conditions, APPLICABLE LAWS AND COURTS, ANTI-DISCRIMINATION, ETHICS IN PUBLIC CONTRACTING, IMMIGRATION REFORM AND CONTROL ACT OF 1986, DEBARMENT

STATUS, ANTITRUST, MANDATORY USE OF AUTHORITY FORMS AND TERMS AND CONDITIONS,

CLARIFICATION OF TERMS, PAYMENT shall apply in all instances. In the event there is a conflict between the General Terms and Conditions and the Purchase Order General Provisions or any Supplemental/Special Terms and Conditions in this solicitation, the Purchase Order General Provisions or Supplemental/Special Terms and Conditions shall apply.

L. COSTS OF BID PREPARATION

Any costs incurred by the bidder in the preparation and submission of bids are the bidder responsibility. The Authority will not reimburse any bidder for any costs incurred as a result of a response to this IFB.

M. BID PRICE CURRENCY

Unless stated otherwise in the solicitation, bidder shall state bid in US dollars.

N. HEADINGS

Section, article and paragraph headings contained within this IFB have been inserted only as a matter of convenience and for reference; and they in no way define, limit, or describe the scope or intent of any term, condition or provision of this

IFB.

O. CLARIFICATION OF TERMS

The Authority will assume no responsibility for oral instructions, suggestion, or interpretation of this bid. If any prospective bidder has questions about the specifications or other solicitation documents, the prospective bidder should contact the Authority technical or procurement representative as listed on page 1 no later than five (5) working days before the due date. Any revisions to the solicitation will be made only by addendum issued by the Authority. Questions should be in writing and electronic transmission is preferred. Questions submitted beyond the time specified above may be left unanswered if sufficient time does not allow a response to all prospective bidders without causing an unacceptable delay in the process.

P. ADDENDA

In the event there are any addenda, they will be posted to eVA the Commonwealth of Virginia’s web-based procurement system at https://eva.virginia.gov. It is the bidder’s responsibility to check the eVA website prior to the submittal deadline to ensure the bidder has a complete, up to date package.

Q. INCLEMENT WEATHER/CLOSURE OF AUTHORITY OFFICES

If the Authority is closed for business on the date and time set by this IFB for receipt of bids, then bids will be accepted on the next scheduled business day up to the time of day specified on the original date specified for receipt of bids.

https://eva.virginia.gov/

General Terms and Conditions for Goods & Nonprofessional Services_Apr2026 Page 6 of 7

R. USE OF BRAND NAMES

Unless otherwise provided in this solicitation, the name of a certain brand, make or manufacturer does not restrict bidders to specific brand, make, or manufacturer named, but conveys the general style, type, character, and quality of the article desired. Any article which the public body, in its sole discretion, determines to be the equivalent of that specified, considering quality, workmanship, economy of operation, and suitability for the purpose intended, shall be accepted. The bidder is responsible to clearly and specifically identify the product being offered and to provide sufficient descriptive literature, catalog cuts and technical detail to enable the Authority to determine if the product offered meets the requirements of the solicitation.